Training Document Requirement Guide

1 1 Training & Document Requirement Guide PAM HURST, REGISTER HAMILTON COUNTY, TN REGISTER S OFFICE P. O. Box 1639 Chattanooga TN 37401 (423) 209-6560 (423) 209-6561 Fax 2 STANDARD CHECKLIST FOR 6 MISCELLANEOUS NOTES .. 8 Postage paid, self-addressed envelope .. 8 Two inch margin at top of Document .. 8 Copy Fees .. 8 Abbreviations (for mail backs only) .. 8 War Records DD214 Discharge .. 8 Approved for charges .. 9 Do not require notary seals .. 9 1 & 2 = Grantor & Grantee .. 9 HCRS .. 9 Recording Fee Exemptions .. 9 Plat Books & Book Visa/Mastercard BASIC RULES OF INDEXING .. 11 Abbreviations ..11 Punctuations ..11 Signature Spelling ..11 FKA, DBA & NKA ..11 Miscellaneous Indexing Rules ..12 Type of List - (Others may exist) ..13 Indexing Legal Descriptions ..17 EXAMPLES .. 19 Individual Acknowledgement.

2 19 Corporate Acknowledgement ..19 Power of Attorney Acknowledgement ..20 Military Redact Acknowledgement ..20 Max Statement ..21 Preferred Oath of Value Statement ..21 EXAMPLE OF Document REJECTION LETTER .. 22 DEED EXAMPLES .. 25 CHILD SUPPORT LIEN RELEASE EXAMPLES .. 26 OTHER LIEN EXAMPLES .. 26 REGISTER SEARCH TIPS .. 27 MORTGAGE & TRANSFER TAX EXEMPTIONS .. 33 KNOWN EXEMPT & NOT EXEMPT TAX ENTITIES .. 35 Document CODES .. 37 AFFIDAVIT A01 .. 40 Lost Assignment Affidavit ..40 Affidavit of Heirship (or Inheritance) ..40 AGREEMENT A02 .. 41 APPLICATION A03 .. 42 APPOINTMENT A04 .. 43 ASSIGNMENT OF DEED OF TRUST A05 .. 44 ASSIGNMENTS OF RENTS & LEASES 45 BLANKET ASSIGNMENT A06 .. 46 PARTIAL ASSIGNMENT A07 .. 47 ASSUMPTION A08 .. 48 AFFIDAVIT OF AFFIXATION A10 .. 50 3 AFFIDAVIT-SCRIVENERS A11 .. 51 SPOTLIGHT ON CURRENT ISSUES .. 52 BANKRUPTCY B01.

3 53 BILL OF SALE B02 .. 54 BOND B03 .. 55 BY LAWS B04 .. 56 CANCELLATION C01 .. 57 CERTIFICATE C02 .. 58 CHARTER C03 .. 59 CONTRACT C04 .. 60 CHILD SUPPORT LIEN C05 .. 61 CORRECTIVE DEED D01 .. 62 DECLARATION D02 .. 63 DECREE PROPERTY D03 .. 64 DECREE LIEN D04 .. 65 DEED OF TRUST D05 .. 66 DEED OF TRUST AMENDMENT OR MODIFICATION - D06 .. 67 DISCHARGE / MILITARY SEPARATION (DD214) D07 .. 68 MILITARY DISCHARGE COPY REQUEST .. 69 REGISTER S AFFIDAVIT: DD214 COPY REQUEST .. 71 DISCLAIMER D08 .. 72 DISMISSAL D09 .. 73 MASTER DEED D10 .. 74 MASTER S DEED D11 .. 75 QUITCLAIM DEED D12 .. 76 R/W DEED (RIGHT OF WAY) D13 .. 77 TIMBER DEED D14 .. 78 TRUSTEE S DEED D15 .. 79 VENDOR S LIEN DEED D16 .. 80 ASSUMPTION DEED D16 .. 81 WARRANTY DEED D17 .. 82 REVIEW OF REGARDING REVOCABLE TRUSTS .. 83 SCRIVENERS AFFIDAVIT DEED OF TRUST D18 .. 84 SPOTLIGHT ON CURRENT ISSUES.

4 85 EASEMENT E01 .. 86 FEDERAL TAX LIEN F01 .. 87 FT NOTICE F02 .. 88 FT PT RELEASE F03 .. 89 FEDERAL TAX RELEASE F04 .. 90 IRS LIEN RELEASE - FEDERAL TAX LIEN RELEASE INFO .. 91 FT WITHDRAWAL F05 .. 92 FT SUBORDINATION F06 .. 93 FIXTURE DT F07 .. 94 FIXTURE DT CONTINUATION F07 .. 95 FIXTURE RELEASE F08 .. 96 FIXTURE ASSIGNMENT F09 .. 97 4 FIXTURE PARTIAL RELEASE F10 .. 98 FIXTURE DT AMENDMENT F11 .. 99 GRANT G01 .. 100 JUDGMENT PROPERTY J01 .. 101 JUDGMENT LIEN J02 .. 102 LEASE L01 .. 103 LETTERS L02 .. 104 LICENSE L03 .. 105 LIEN L04 .. 106 LIEN LIS PENDENS L06 .. 107 TAX LIEN - TN DEPT. OF LABOR & WORKFORCE L07 .. 108 MERGER M01 .. 109 MINERAL M02 .. 110 MOTION M03 .. 111 MILITARY REDACT M04 .. 112 METH LAB NOTICE M05 .. 113 METH LAB CERTIFICATE OF FITNESS M06 .. 114 METH LAB RELEASE M07 .. 115 NOTICE N01 .. 116 NOTICE OF COMPLETION N02.

5 117 OPTION O01 .. 118 ORDER PROPERTY O02 .. 119 ORDER LIEN O03 .. 120 ORDINANCE O04 .. 121 PARTNERSHIP P01 (or P07) .. 122 PETITION P02 .. 123 PLAT P05 .. 124 SUBDIVISION REGULATION .. 125 POWER OF ATTORNEY P06 .. 126 Revocation of Power of Attorney .. 126 QUALIFICATIONS Q01 .. 127 RELEASE RO1 .. 128 PARTIAL RELEASE R03 .. 129 RESIGNATION R04 .. 130 RESOLUTION R05 .. 131 RESTRICTIONS - R06 .. 132 REVOCATION R07 .. 133 RIGHT OF WAY R08 .. 134 DT REINSTATE R09 .. 135 RELEASE - TN DEPT. OF REVENUE R10 .. 136 RELEASE - TN DEPT. OF LABOR R11 .. 137 PARTIAL RELEASE TN DEPT. OF REVENUE R12 .. 138 SUBORDINATION AGREEMENT S01 .. 139 APPOINTMENT OF SUBSTITUTE TRUSTEE S02 .. 140 APPOINTMENT OF SUCCESSOR TRUSTEE S03 .. 141 SUPPLEMENT S04 .. 142 5 SURVEY S05 .. 143 NOTICE OF STATE TAX LIEN T01 .. 144 TRUST T03 .. 145 UCC U01 .. 146 UCC U02 AMEND/CONTIN/TERMIN, ETC.

6 147 WAIVER W01 .. 148 WILL W02 .. 149 FREQUENTLY ASKED QUESTIONS .. 151 ACKNOWLEDGEMENTS .. 171 DISCLAIMER .. 172 6 STANDARD CHECKLIST FOR DOCUMENTS Must be ORIGINAL Document (must have original signatures and original notary seals). The only exception is if it s a certified copy, already recorded in another County or State office. Prepared by (full name and address) All documents need to say one of the following (regarding the mail back): MAIL, MAIL ENV, FILE, FEDEX, UPS, or IOM) - If self-addressed envelope is attached, the mail back on the Document must match the envelope. MAIL If there is no return envelope enclosed MAIL ENV If a return envelope is enclosed. Self stamped/addressed envelopes should have no date reflected in the postage stamp information. FILE - If the mail to has a mail pick up box at the Register s office FEDEX If a FEDEX envelope or label in enclosed.

7 UPS If a UPS envelope or label is enclosed. IOM Office and/or Name If no return to is listed, it will be whoever sent the Document to us. Who signs it must be mentioned in the notary statement or acknowledgement. There are corporate and individual acknowledgements. If there are multiple acknowledgements, there must be a seal for each acknowledgement. Notary signature Notary commission expiration date (make sure it was signed before the expiration date) Notary Seal or Notary Stamp Pages should be in numerical order. Any exhibits go after the legal description, & before any riders. Look for Social Security # - Reject - inquire if they want the SS # on public record. Enter in notations that we questioned it, along with the name of who gave permission to record as is. Customer would be allowed to redact they must initial the change. In notations, put name & phone number (with area code) of who redacted it.

8 10-7-515(a) - Cross-Reference Open Records Law. The preparer of a Document shall not place a SSN on any Document filed other than a Power of Attorney. The responsibility of placing SS # lies with the PREPARER of the Document . If several related documents are to be recorded simultaneously & on the same receipt, the submitter needs to label the order in the upper left corner of each Document , (ex: Warranty Deed (1), Deed of Trust (2), Assignment (3). These sets must be clipped together for recording purposes. Fee should match the check total. Any deeds with exempt parties as grantees do not require an oath. 7 STANDARD CHECKLIST FOR DOCUMENTS (continued) If Document is to be rejected, proceed through the checklist to make sure everything is in order (so it won t have to be rejected again). For an example of the Document rejection letter, see page 22-24. Place paper clips approximately 1 from top left corner.)

9 If there is a set of documents with multiple return envelopes, place all envelopes with the first Document . 8 MISCELLANEOUS NOTES Postage paid, self-addressed envelope: All documents should be mailed with a stamped, self-addressed envelope, preferably at least a 6 x 9. It costs the same to mail a #10 envelope & a 6 x 9. Two inch margin at top of Document : When preparing a Document for recordation - The Register strongly suggests leaving a two-inch margin at the top right corner of the Document , so the validation stamp does not cover up any pertinent information. Copy Fees: Copies = 15 per page Local fax copies = $ per page Certified Copies = $ per page Long distance fax copies = $ per page UCC copies = $ per page Plat copies = 15 per page Certified UCC copies = $ per page Certified Plat Copies = $ per page Emails = 15 per page Copies from Microfilm (whether faxed or emailed) = $ per page *There is a 5 Document limit per day, for email or fax copy requests.

10 Abbreviations (for mail backs only) Ave Est Pl Chatt (Chattanooga) IOM = Inter Office Mail Blvd Ests Rd Bham (Birmingham) Cir Hwy St E Rdg (East Ridge) Ct Ln Sq Ft Ogle (Fort Oglethorpe) Dr Mtn Trl Sig Mtn (Signal Mountain) St Pkwy War Records DD214 Discharge: For a certified copy, call (615) 313-2664 (War Records) to make sure they have it. Their fax number is (615) 313-2688. Send $ (Cash or Money Order made payable to Military Dept ) Must mail signed request (due to privacy act) to: WAR RECORDS P O BOX 41502 NASHVILLE TN 37204-1502 Local Veteran office where a certified copy may be requested: Veteran s office located in the State Office Building on McCallie Ave. (423) 634-6488 ask for Don The VA office located at Eastgate will be unable to provide a record for the Veteran. 9 MISCELLANEOUS NOTES (continued) Approved for charges: CITY OF CHATTANOOGA TN DEPT OF ENVIRONMENT CITY OF COLLEGEDALE TN DEPT OF FINANCE CITY OF RED BANK TN DEPT OF HUMAN SERVICES ELECTRIC POWER BOARD TN DEPT OF LABOR HAMILTON COUNTY TN DEPT OF REVENUE HAMILTON CO.